Performing a pay run is as simple as following a few easy steps. Each step of the process allows you to validate and confirm the data you've entered. If you need to stop part way through a pay run your progress is saved so you can pick up where you left off at any time.
Start a pay run
To get started, first make sure you've set your company payroll options and added your employees. Next, click Run Payroll in the main menu. You will then be presented with a few options to perform your pay run.
Select pay cycle
This is the first step of the pay run process. Select the payment date (the date you want staff to receive their payments). Select the pay cycle (weekly, biweekly, monthly etc.) This will automatically filter the list of employees and only show those that are eligible to be paid during the cycle. Select the start and end dates of the pay period and SUBMIT to move to the next step
You can select the Payroll Type to perform a pay run for unique scenarios. The Regular run is for your typical pay cycle. Select Special for any off-cycle, bonus or unique pay runs. The Manual pay run should only be used by your accountant or bookkeeper to post manual entries to your account.
Your subscription plan may not show all payroll types.
Your list of salaried employees will be displayed next. Earnings are pre-filled for you but you can make any adjustments if necessary. Approve the regular hours by checking the box to left of the employee name and clicking APPROVE at the top.
You can also add other earnings by clicking the ADD+ icon for the appropriate employee.
Employees who are time-based (i.e. paid by the hour) will be displayed on this screen. The number of hours is pre-filled (averaged over the number of work days and based on the number of hours typically worked by the employee as determined by their employee profile). To clear all hours, click the clear hours icon.
If you would rather enter time for your employees in bulk (i.e. total number of hours worked in the pay period) then click the bulk entry icon to switch the view
Approve the regular hours by checking the box to left of the employee name and clicking APPROVE at the top after inputting the correct number of hours.
Once you completed entering wages, hours and other earnings - click calculate. You will be prompted to calculate using the system defaults or performing a custom calculation. For most pay runs, the default is appropriate. If you would like to calculate a one-time deduction or benefit for your staff, you can customize the calculation as needed.
Once the calculations are complete, you'll see a summary of the results.
Any deviations from your regular processing will be highlighted for your review.
Click on the employee name to see a full breakdown of their pay.
On the Payments step, you will select how staff will receive their pay. If you are processing electronic payments, you can confirm the payment date before finalizing the run.
Any fees, special programs (like wage subsidies) will be shown in the cost breakdown. Up until this point, you can go back to any step in the pay run process and make adjustments as needed. After this step, the pay run is committed and not editable.
This will show you a summary of your pay run and the employees you have paid.
Congratulations - you've completed your pay run.